The back office application for your coaching practice.
Less interference. More coaching.
CoachYantra™ helps you manage the work around your coaching — enquiries, agreements, sessions, invoices, payments and credential hours — with less admin and fewer things to remember.
It is not a video-call platform or another calendar. Keep the ones you already use.
Apply by 28 September
Takes a minute
Now
Invitations are going out
30 September
Accept by, and your 30 days begin
What it does
Everything before and after a session.
In one place, across your direct clients and the platforms you coach through.
Win the work
Before an engagement starts
- Every enquiry in one place, with its next follow-up
- Proposals from your own template, under your brand
- Ready emails sent from your own address
Agree it
When it begins
- Coaching agreements for ICF or EMCC engagements
- Signed from a link in the email — no account for the signer
- Three-way with a sponsor, where a company pays
Run it
Session by session
- Log each session once — start, end, attended
- One screen that says what needs you next
- The platform’s report, on their fields
Get paid, stay credentialed
Month-end and renewal
- Invoice drafts for your accountant to issue
- Payment reminders that stop once paid
- ICF and EMCC hours, counted and self-declared
- Your existing hours log, imported with the full release, within 30 days
What it is not.
Not a video-call tool, a course platform or just another calendar. Keep the calendar and video tools you already use. CoachYantra looks after the business around the session, before and after it — never the session itself. It never records, transcribes or summarises a conversation.
How it works
Set up once. Log once. The rest follows.
Your practice
Profile, country, currency and tax, your credentials, and the hours you work.
Each engagement
Direct: you agree the terms. Platform or firm: your agreed terms with them. CoachYantra holds their rate card and reporting rules.
Each session
When it started, when it ended, whether your coachee attended. You confirm; nothing is invented.
Reclaim your coaching time.
- Invoice draftDirect
- Payment link and remindersDirect
- The platform’s reportPlatform
- Your credential hours
And alongside it: your coachee’s own space under your brand, messages between you that are encrypted before they are stored, reflection for both of you, and a private journal that is never sent to AI. See it in full on the main site →
What founding cohort coaches keep
What a founding subscription gets you.
01
The founding price, locked for 3 years.
Your price stays where it started for three years from your first paid day, even when the price for everyone else changes.
02
A say in what gets built.
You see new features first, and what your practice needs shapes what comes next.
03
Every new add-on, free for a year.
Whatever we add, you use it free for its first twelve months.
Your founding price · billed annually
—a year
—list price a year
3 years at the list price
—
3 years at the founding price
—
Your savings
—
That is — less every year, and works out to — a month.
Locked for 3 years from your first paid day, —. The first 30 days are free.
ROI calculator
What the time back could be worth.
Slide in your own fee, hours and admin time. See the hours you could win back each year, and what you gain from this investment when you spend them on more sessions or on yourself.
Your numbers
Slide to your own numbers. Nothing leaves this page.
Coaching and everything around it.
Enquiries, proposals, agreements, scheduling, invoices, chasing, reports, hours logs.
Your estimate. We publish a measured figure only once founding cohort coaches have one.
Freed hours only earn if clients are there to fill them. The rest is yours.
A year from now, you could have
+0
more paid sessions
0hrs
back for yourself
Pays for itself in
—
— a week reclaimed from admin · ■ booked ■ yours
—
Based on the numbers you set above.
Who built it
Built by a coach who felt it.
Five years into my practice, the sessions were never the hard part. It was everything around them.
Excel trackers for prospects, agreements, terms. Scheduling across platforms that refused to talk to each other. Time logs that never reconciled. Invoices in three formats. And the daily scramble across WhatsApp and email, where a client’s message jostled with fifty others for my attention.
All of it stole time I could have spent on more coaching, learning, professional development, family, leisure, or simply kept for myself.
CoachYantra is my answer to that. I’m building it in the open with the Founding 100 — fellow coaches whose voices will shape what it becomes.
Applications are open. Come shape it with me.
Mike Cruz
Michael J Cruz
Executive & Leadership Coach / Founder, CoachYantra™
Verify on CredlyThe product
What is CoachYantra?
The back office for your coaching practice. It helps you manage the work around your coaching: enquiries, agreements, sessions, invoice drafts, payments and credential hours, with less admin and fewer things to remember.
What is it not?
It is not a video-call platform, a course platform or another calendar. Keep the calendar and video tools you already use. CoachYantra looks after the business before and after a session, never the session itself.
Do you find clients for me?
No. You bring your own clients.
Who is it for?
Working coaches with a practice to run, whether their clients come directly, through a company, through a coaching platform, or all three.
How long does setup take?
You set four things first: country, currency, time zone and credential. Everything else waits on a “To complete your setup” list, so you can finish it when you have time.
Can I bring my existing clients across?
Yes. Import them from a platform’s export or your own spreadsheet. Nothing is saved until you apply the import, nothing you have entered is overwritten, and two people with the same name are never merged without asking you.
Can I bring my existing hours log?
Not in the beta. Importing your existing hours log comes with the full release, within 30 days of the beta opening. Until then you can log several past sessions at once.
What does my coachee see?
A private space under your brand: preparing for sessions, reflections, commitments, messages with you, booking, their calendar and agreement, and their payments where they pay you themselves. They join from a single-use link you send.
Can my coachee keep reflections private?
Yes. Reflections are private by default. A coachee shares one entry at a time and can take a share back.
Is there a place for goals?
Yes, in the coaching agreement, written in the coachee’s own words. There is no separate goal-tracking tool.
Where do my own session notes go?
Into your private notes: encrypted, seen only by you, never shown to a coachee or a company, and never sent to AI.
Is there a space for my own reflective practice?
Yes. Your journal has guided questions from six angles, and you can filter them by competency.
Can I run group coaching?
Yes. A group session counts its hour and its fee once, not once for each member.
Can I track people who haven’t signed yet?
Yes. Prospects gives you a pipeline, email templates, proposal PDFs and a record of the emails you send. When someone signs, one click makes them a client.
Can I send assessments?
You can send resources, plus two paid add-ons: Coachability and The Leader’s Mirror. Each send counts as one use.
Can I manage direct, corporate and platform work together?
Yes, side by side. Direct engagements follow your fee and your agreement. Work through a coaching platform or firm follows the terms you agreed with them, and a coachee on that work never sees a fee.
How do platform rates work?
You enter each platform’s rate card and obligations once. Each new engagement keeps a frozen copy, so a later rate change never alters an engagement already running.
What agreements can I create?
A coaching agreement, a three-way agreement for company-sponsored work, and a services agreement for HR or vendor arrangements. Each downloads as a PDF under your brand.
Can agreements be signed online?
Yes. The signer draws or types a signature and confirms with a six-digit code sent to their email. A coachee can sign from the email link without an account. Once signed, the terms are frozen.
Which calendar does it work with?
Google Calendar. It reads your diary and suggests sessions for you to confirm, and it puts buffers on a separate CoachYantra calendar, never on yours.
Can coachees book with me?
Yes. They see only when you are free or busy, never what is in your diary. A public booking page for first conversations offers only the windows you choose.
Are there session reminders?
Yes. Your coachee gets a booking email and a reminder 48 hours before, each with a calendar file.
Does it create Zoom or Meet links?
No. Use the video tool you already have.
How is a session logged?
Once: start, end and whether your coachee attended. That fixes the billing and the hours, and the next steps follow. Past sessions can be logged several at a time.
Does CoachYantra send invoices?
It prepares invoice drafts in any of 160 currencies, with tax kept in its parts, and an Excel or CSV export for your accountant. It does not issue invoices or give tax advice. Your accountant does.
How do my clients pay me?
Through your own payment link, from any provider you already use. Reminders go before, on and after the due date on direct engagements, and CoachYantra takes nothing from your fees.
Does it track my credential hours?
Yes, for ICF and EMCC. Every logged session that meets your minimum length counts, split into individual and group, marked self-declared and shown against your target. A self-declared hours export for renewal, and CCE and CPD tracking, come with the full release, within 30 days of the beta opening.
Can I use my own branding?
Your coachees see your practice’s colours and logo. A screen to set them yourself comes with the full release, within 30 days of the beta opening.
What does a sponsoring company see?
Only what its agreement allows. Reports follow the agreement’s schedule, and the coachee approves each one before it is delivered. A platform report only carries the fields that platform allows.
Does it use AI?
In three places only, all optional: competency suggestions on your own journal (off by default), “suggest more questions” in your journal, and a help box that cannot see your practice data. The model is from Anthropic.
Does it work on my phone?
Yes, in your phone’s browser, and you can add it to your home screen with its own icon.
Data privacy
Are sessions recorded or transcribed?
Never. CoachYantra does not record, transcribe or summarise a coaching conversation, and it is built so that it cannot store one.
Does AI ever see my coachees’ words or my session notes?
No. Your coachees’ writing and your session notes are never sent to AI.
Who can see my practice?
You, and the people you invite into their own spaces, each seeing only their own. A sponsor sees only what its agreement allows, and never a report before the coachee has approved it.
Do you track visitors?
No cookies and no tracking scripts. The site keeps an anonymous count of visits and respects Global Privacy Control.
Can I get all my data out?
Yes. Download your whole practice as a spreadsheet at any time.
How do I close my account?
Write to hello@coachyantra.com. Deletion is scheduled 24 hours ahead.
Security
Can another coach see my practice?
No. Your data is isolated per practice. One coach can never see another’s.
What is encrypted?
Sensitive content is encrypted at rest: your journal and session notes, and your coachees’ reflections, commitments and messages. Coaching conversations are never stored.
How are payments handled?
Your subscription is paid through Razorpay. Your card and bank login details go to Razorpay and never reach us.
Where is my data held?
In India.
What if something is deleted by mistake?
Destructive actions can be undone, and there is an audit trail of every change.
How do I know these protections hold?
They are checked by automated tests every time a change is released.
Can CoachYantra staff read my practice?
No. The admin console holds no key to your practice, and signing in to it needs an authenticator code.
How do I sign in?
With a six-digit code or a link sent to your email. There is no password to leak.
Commercial terms
Is CoachYantra free?
No. It is a paid annual subscription, and the first 30 days are free, with no card needed.
What does it cost?
The founding price depends on your country. You will find yours on the founding price page.
Can I pay monthly?
No. The subscription is yearly, paid in advance, which is what lets the founding price hold for three years.
What do founding cohort coaches get?
The founding price locked for three years, every new add-on free for its first twelve months, and new features before general release.
Can I cancel, and is there a refund?
Yes, at any time. You pay for the month in which you cancel, and the remaining months of your year are refunded within 30 days. No questions asked. If you cancel during your 30 free days, nothing is charged.
What happens if a subscription lapses?
Your practice turns read-only for 7 days, then locks. You can still download all your data for 30 days after that.
What do you ask of founding cohort coaches?
Use it in your practice and, whenever you feel like sharing, tell me what works for you and what doesn’t.
What goes live on 23 September?
The beta, for the Founding 100. It gives you an early view of the product and a say in what goes into it. When a request matches what most other coaches need, it gets prioritised.
Is this a beta?
Yes. The beta opens on 23 September for the founding cohort coaches. The full release follows within 30 days, with every feature working, including hours import, the renewal hours export, CCE and CPD tracking, your own branding, and cancelling with a refund from inside the product. Your 30 free days run through the beta.
What are the key dates?
23 September: the beta opens and the first invitations go out. 28 September: applications close. 30 September: accept your place, and your 30 days begin. Within 30 days of the beta opening: the full release.
What if I apply after 28 September?
You will be considered for the next wave of founding places. Apply the same way, and we will write to you when it opens.
100 places · apply by 28 September
You hold the coaching conversation. CoachYantra holds the practice.
A minute to apply. Thirty days free.
Apply for a founding place